We’ve all been to meetings that consume time and money. Meetings aren’t always free either because of participants who are not the right ones or insignificant discussions. A well-organized agenda will ensure that you accomplish the goal of your meeting and get closer towards the goals of your business.

A clear and concise agenda ensures everyone knows what will take place during the meeting and helps prepare participants for it. The best method to create an effective agenda for a meeting is by including the following essential elements:

List all the expected outcomes and the purpose of your meeting. This will allow you to keep your attention on the most important points and help you avoid unnecessary side-bars.

Then for each item on the agenda, determine i loved this the topic to be discussed. This should include an overview of the topic, who is responsible for addressing it and how much time must be allocated to the discussion. It is also beneficial to include the location and the time zone of the meeting, particularly for teams that are remote.

Take note of each item on the agenda as a question to be addressed by an entire group. (Example: “What steps should we take to rent equipment ?”). Phrasing each discussion point as an open-ended question can encourage discussion and increase understanding of what’s expected at the meeting.

Include an explanation of the procedure you’re expecting to follow for each item on the agenda. This is an aspect of a meeting that is often left unnoticed however it can be a major factor in the effectiveness of the meeting. A clear process will help participants decide on how to approach a topic which could result in off-topic discussions or even a complete meeting derailment. By having a procedure that allows participants to modify their remarks so that they remain within the allocated time or suggest additional time to discuss a particular issue.